Free tool repair / service request form

• The MapTrack tool repair / service request form contains 3 checks.
• Request details: date, requested by, department/team, contact number.
• Tool details: tool description, make/model, asset ID/serial number, location/site.
• Fault / issue description: detailed description, when the fault occurred, is the tool safe to use (yes/no), has the tool been tagged out (yes/no).

Learn more about maintenance and work orders in MapTrack.

• Safety: faulty tools are formally reported and taken out of service until repaired.
• Visibility: managers see all open repair requests, priorities and turnaround times.
• Cost tracking: record parts, labour and total cost per repair for budgeting and replacement decisions.
• Accountability: clear record of who reported, who assessed and who approved the repair.
• Maintenance history: build a repair history per tool to support replacement decisions and audits.
• WHS compliance: documenting the identification, isolation and rectification of faulty tools demonstrates the PCBU has met their duty of care under WHS legislation.

• Request details: date, requested by, department/team, contact number.
• Tool details: tool description, make/model, asset ID/serial number, location/site.
• Fault / issue description: detailed description, when the fault occurred, is the tool safe to use (yes/no), has the tool been tagged out (yes/no).
• Priority: urgent (safety risk), high (affects production), medium (workaround available), low (scheduled maintenance).
• Photos / evidence area: space for attaching or printing photos of the fault.
• Repair assessment: assessed by, date assessed, diagnosis, parts required, estimated cost, estimated completion.
• Repair outcome: repair completed, parts used, total cost, returned to service date.
• Quality check: tool tested and operational, safety checks completed.
• Requester acknowledgement, repair technician sign-off, supervisor approval.

1. Complete request and tool details at the top - who is requesting, the tool, and where it is.

   Record the requester name, date, department, contact number, tool description, make and model, asset ID or serial number, and current site or location. Accurate identification prevents confusion when multiple similar tools exist.

2. Describe the fault in detail. Note whether the tool is safe to use and whether it has been tagged out.

   Write a specific factual description of the fault including symptoms, when it was first noticed and what the tool was being used for at the time. Mark clearly whether the tool is safe to use in its current state and whether it has been physically tagged out or isolated.

3. Select the priority level - urgent, high, medium or low.

   Urgent means there is an immediate safety risk and the tool must be isolated. High means production is directly affected and repair should occur within 24 hours. Medium means a workaround exists. Low means the repair can wait for the next scheduled maintenance window.

4. Attach or print photos of the fault if possible.

   Take clear, well-lit photos showing the specific area of damage or malfunction. Include a close-up and a wider shot for context. Attach the photos to the digital form or print and staple to the paper version.

5. A technician completes the repair assessment - diagnosis, parts, cost estimate.

   The technician inspects the tool, confirms or revises the reported fault, identifies the root cause, lists any parts required with part numbers and estimated costs, and provides an expected completion date.

6. After repair, complete the outcome section. What was done, parts used, total cost, return to service date.

   Document the actual work performed, list all parts used with quantities and costs, record total labour time and calculate the total repair cost. Note the date the tool is returned to service.

7. Complete the quality check and sign-off sections. Keep the form for your records or save as PDF.

   Verify the tool operates correctly and passes any applicable safety tests such as insulation resistance or functional load testing. The requester, technician and supervisor each sign to confirm the repair is complete and the tool is safe to use.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• WHS Act 2011 - General Duty of Care (PCBU obligation to maintain plant and equipment in a safe condition)
• WHS Regulations 2011, Chapter 5 - Plant and Structures (requirements for inspection, maintenance and tagging out of defective plant)
• AS/NZS 3760 - In-service Safety Inspection and Testing of Electrical Equipment (test and tag requirements for repaired electrical tools)

• Model WHS Regulations (Safe Work Australia)
• Model Work Health and Safety Act (Safe Work Australia)
• AS/NZS 3760:2022, In-service safety inspection and testing of electrical equipment (Standards Australia)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

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